ASSOCIATED STUDENTS OF ORANGE COAST COLLEGE CLUB HANDBOOK

Transcription

1 ASSOCIATED STUDENTS OF ORANGE COAST COLLEGE CLUB HANDBOOK Page 1 Revised: August 26, 2016

2 Table of Contents Inter-Club Council... 6 Inter-Club Council Board Position Descriptions Club Policies and Procedures Registering a Club Renewing a Club Spring Semester Renewing a Club Summer Session Keeping Your Club Active ICC Monthly Meeting OCC Posting Policy Campus Resources for Clubs Applying for Funds Services provided by ASOCC ASOCC Workroom BBQs Copy Machine Desktop Computers Electric Cart Phones Publicity Boards, Sandwich Boards, Table Tents, & Banner Poles Web Publicity OCC Reprographics Department OCC Computer Desktop Backgrounds Coast Report OCC Office of Marketing and Public Relations Acquiring ASOCC Approval Policies & Procedures Special Events Application Process Page 2 Revised: August 26, 2016

3 Field Trips/Off-Campus Events On-Campus Special Events Events with a film Event with a Paid Referee/Official/Performer/Lecturer from Off-Campus Event with a Paid Individual/Vendor from Off-Campus Unpaid Speakers/Entertainers Release Statements Event with a Speaker/Entertainer from OCC Quad Noise Restrictions Policies Regarding Food at Events Reserving College Facilities and Equipment Club Fundraisers Opportunity Drawings vs. Raffles ASOCC Accounting/Monetary policies & Procedures Collection and Handling of Money Expenditure/Withdrawal of Funds Purchase Orders Service-Related Expenses (Independent Contractors) Club Reimbursements Requesting a Cashbox Points to Remember for all Accounting Procedures Helpful Suggestions & Hints for Clubs Starting a Club Choosing an Advisor Recruiting New Members Club Officer Positions Constitutions, Agendas, Minutes and Recordkeeping Page 3 Revised: August 26, 2016

4 Running Fun and Effective Meetings Publicity Guidelines and Tips Planning for a Special Event, Field Trip, or Fundraiser End-of-the-Year Awards Club of the Year Rookie Club of the Year President s Award for Community Service Excellence Advisor of the Year Club Officer of the Year Advisor Information Club Advisor Responsibilities and Expectations Club Advisor Guidelines Club Advisor Event Responsibilities Club Advisor Field trip/excursion Responsibilities Forms Index ASOCC Request for Funding Form Cash Handling Form Check Request/Transfer Form Club Minutes for Expenditure Approvals Form Club Registration and Renewal Form Driver Authorization Form Food Handling Form Medical Consent Form and Conference Attendance Form Club Officer Registration Form Request for Purchase Order Form Request for Temporary Parking Permits Special Events Application Page 4 Revised: August 26, 2016

5 Voluntary Activities Participation (VAP) Form The Coast Community College District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information. (Coast Community College District Non-Discrimination Statement, adopted January 18, 2012) Page 5 Revised: August 26, 2016

6 Inter-Club Council The Inter-Club Council (ICC) consists of all Associated Students of Orange Coast College (ASOCC) registered and approved clubs.* Orange Coast College is home to over fifty student clubs uniting students through shared interests, including, but not limited to, academics, recreational activities, art, and cultural backgrounds. *The word clubs include student organizations throughout this handbook. The Student Government of Orange Coast College (SGOCC) Student Senate grants jurisdiction and power to the ICC. The following are the expressed duties and responsibilities of the ICC as stated by the SGOCC Student Senate: Purpose The Inter-Club Council, hereafter referred to as the ICC, shall be the student-led representative body of ASOCC Clubs to serve the interests of ASOCC Clubs. Composition Clubs 1. ASOCC Clubs are approved and registered student-led collegiate groups of ASOCC members who share a common vested awareness, forming to meet a variety of social, cultural, political, recreational, religious, and other interests. 2. Each member of an ASOCC Club shall be considered a member of the ICC. ICC Delegates 3. Each ASOCC Club shall be entitled to appoint one ICC Delegate from its own membership to cast votes on ICC matters on behalf of said club. 4. Each ASOCC Club, through the chosen Delegate, shall be allowed to participate in elections for the ICC Board. 5. ICC Delegates must attend ICC Monthly Meetings pursuant to the Bylaws of this constitution. ICC Board 6. There shall be an ICC Board, elected by ICC Delegates, to govern and serve the interests of the ICC. 7. The membership of the ICC Board shall be specified in the Bylaws. 8. The ICC Board shall serve from the second Monday of May to the second Sunday of May, inclusive. Page 6 Revised: August 26, 2016

7 Powers, Duties, and Responsibilities Inter-Club Council Board Powers and Voting The ICC Board must meet quorum (50% plus one) of the existing ICC Board members in order to conduct business. The ICC Board members shall have voting privileges. All motions shall pass with a simple majority of those present. The ICC President may not vote unless a vote is needed in order to break a tie. Only ICC Board members may chair events and be heads of subcommittees. Page 7 Revised: August 26, 2016

8 Transfer of Power During Intermissions During any extensive intermission (i.e. winter intersession, spring break, summer break), the College Life Coordinator and Director of Student Life shall automatically assume all responsibilities and powers of the ICC. This includes, but is not limited to the approval of club registrations, club renewals, and/or club special events. All responsibilities and powers of the ICC shall automatically be returned to the ICC Board at the end of an intermission. ICC Events and Activities The ICC shall host the following events and activities at least once per year which includes, but is not limited to: 1. Club Rush (Once Per Semester) Club Rush is an event held every semester that is organized for clubs to promote their activities and recruit new members. 2. Coast Day (Once Per Semester) Coast Day is an event held every semester when clubs have the opportunity to raise funds for their club accounts through activities such as selling merchandise, food, etc. 3. Monthly Meeting (Monthly) Monthly Meeting is a mandatory meeting that is held on the first Tuesday of every month throughout the duration of the fall and spring semesters (starting in October) in which the Inter- Club Council Board members share important information with clubs regarding upcoming Inter- Club Council events and other on-campus events from different branches of ASOCC. 4. Inter-Club Council Meet-and-Greet (Fall) The Inter-Club Council Meet-and-Greet is an event for clubs to socialize and network with the ICC Board Members alongside other fellow clubs. 5. End-of-Semester Luncheon (Fall) The End-of-Semester Luncheon is an event hosted during the normal monthly meeting times dedicated to celebrating the clubs and their achievements. Club accomplishments and endeavors throughout the semester are recognized through a banquet. 6. End-of-Year Luncheon (Spring) The End-of-Year Luncheon is an event hosted during the normal monthly meeting times dedicated to celebrating the clubs and their achievements. This event takes place towards the end of the spring semester. Club accomplishments and endeavors throughout the year are recognized through this luncheon and end-of-year awards. 7. Inter-Club Carnival (Spring) The Inter-Club Carnival is an event hosted at the end of the semester that provides students with an opportunity to relax and enjoy some time off from studying by participating in fun activities. Page 8 Revised: August 26, 2016

9 Additional Inter-Club Council Board Responsibilities 1. Be responsible to carry out the duties as outlined in the ASOCC Constitution and ICC Bylaws. 2. Govern the ICC and set policy for ASOCC Clubs where applicable. 3. Be responsible for organizing meeting of the ICC no less than once per month during the Fall and Spring semesters, with the exception of the first full month of the Fall semester. 4. Approve ASOCC Club registration, renewals, and events. 5. Keep in constant communication with ASOCC clubs throughout the semester. 6. Attend weekly meetings on Tuesdays from 11:10 a.m. - 2:00 p.m. 7. Assist with all ICC sponsored activities. 8. Commit to one (1) ICC office hour per week. 9. Attend the Summer ASOCC Training, if appointed prior to the training. 10. Attend the Fall ASOCC Leadership Conference. 11. Attend the Spring ASOCC Planning Retreat. 12. Work cooperatively and effectively with the other branches of Associated Students, Student Government, such as the College Life Committee, etc. 13. Make at least two (2) classroom announcements for each Inter-Club Council event. 14. Act professionally while attending meetings and working in the office. 15. Chair or Co-Chair at least one (1) Inter-Club Council event. 16. Join, as a regular member, at least one (1) club per semester. 17. Visit at least one (1) club meeting during their designated terms. 18. Fulfill other duties and responsibilities as may be assigned. Page 9 Revised: August 26, 2016

10 Inter-Club Council Board Position Descriptions This section is intended to inform the clubs about each of the Inter-Club Council (ICC) Board positions. Per the ICC Bylaws, there are two (2) types of ICC Board positions: 1) Elected Board (i.e. ICC President & ICC Vice President) and 2) Appointed Board (i.e. ICC Secretary, ICC Director of Logistics, etc.). For detailed position descriptions, please refer to the Associated Students of Orange Coast College (ASOCC) Constitution and Bylaws. Aside from the ICC President and Vice President, who are elected by the clubs per the procedures laid out in the ICC Bylaws, other positions may be established by the ICC President in conjunction with the ICC Vice President and the College Life Coordinator. Below is a list of positions as stated in the ASOCC Constitution and Bylaws. Students may apply for these positions, and a selection for each is made by the ICC President and the College Life Coordinator. ICC Secretary ICC Director of Logistics ICC Director of Campus Relations ICC Director of Communications ICC Director of Inter-Club Relations ICC Historian Page 10 Revised: August 26, 2016

11 Club Policies and Procedures This section contains all of the information a club will need to stay active throughout the year how to register/renew, how a club may go on fieldtrips, how to put on special events, and much more. Please note that all club officers and members must adhere to the Board Policy (BP) 5500 Student Code of Conduct and Administrative Procedure (AP) 5500 Student Code of Conduct. Both can be found on the District website at under the Board of Trustees tab. This Club Handbook is updated on a regular basis due to changes made at the campus and District levels. Thus, the most current revised date will be upheld by the ASOCC Office. If a club has any questions, please contact the ASOCC Office at (714) Registering a Club 1. Obtain a full-time OCC employee to serve as the advisor of your club. Part-time faculty members may be a club advisor but will need to gain approval from the College Life Coordinator. For more information on this process, please contact the ASOCC Office at (714) Obtain the Club Registration and Renewal Form and ASOCC Club Advisor Agreement from the ASOCC Office. 3. Fill out both forms completely and submit them to the ASOCC Office no later than Tuesday at 12 noon to be approved at the following Tuesday s ICC Board meeting. If the club has more than one advisor, then each club advisor will need to complete the ASOCC Club Advisor Agreement and submit the ASOCC Club Advisor Agreement along with the Club Registration and Renewal Form. Upon approval, the club president and club advisor (listed on the Club Registration and Renewal Form) will receive a confirmation and a link to the Club Handbook. In addition, the club will need to submit a Club Officer Registration form no later than two weeks of club approval. Club presidents and club treasurers are required to attend a Club Orientation. These club officers will then receive authorization to submit club paperwork including, but not limited to, the Special Events Application, Check Request/Transfer, and Request for Purchase Order. Only the club presidents and club treasurers who have attended a Club Orientation may submit paperwork to the ASOCC Office for ICC approval. Any interested club officers may also attend a Club Orientation. There are many Club Orientation dates and times. Please visit the ASOCC website at for more information. To sign up for Club Orientation, come by the ASOCC Office or call (714) Renewing a Club Spring Semester Every spring semester, each club must renew its status to remain active on campus and be eligible for start-up funds. To renew the club, please pick up the Club Registration and Renewal Form and ASOCC Club Advisor Agreement from the ASOCC Office. Clubs will be automatically renewed if the forms are submitted to the ASOCC Office by the 5th Tuesday of the spring semester. Clubs that do not meet this deadline will need to go through the entire registration process and be approved by the ICC to become an active club for the spring semester. The club president and club advisor (listed on the Club Registration and Renewal Form) will receive a confirmation regarding the automatic renewal and a link to the Club Handbook. In addition, the Page 11 Revised: August 26, 2016

12 club will need to submit a Club Officer Registration form no later than two weeks of club approval. For more information, please contact the ASOCC Office at (714) Page 12 Revised: August 26, 2016

13 Renewing a Club Summer Session To renew the club, please pick up the following forms from the ASOCC Office: Club Registration and Renewal Form ASOCC Club Advisor Agreement Club Officer Registration Please submit the three forms as soon as possible for the club to be automatically renewed for the summer session. Keeping Your Club Active To remain an active club on campus, certain requirements must be met throughout the fall and spring semesters. Please make note of the following policies: Mandatory club attendance at all ICC Monthly Meetings effective with the first meeting after the ASOCC Inter-Club Council has officially approved the club.* If the club misses more than one (1) ICC Monthly Meeting per semester, it will be declared inactive by the ASOCC and will be ineligible to request approval of any activity or funds. See ICC Monthly Meeting (below) for more information. Clubs approved by the ASOCC Inter-Club Council during the fall semester must renew their club status for the spring semester to remain an active ASOCC club. To renew, complete the Club Registration and Renewal Form and Club Advisor Agreement. Turn in the form to the ASOCC Office by the 5 th Tuesday of the spring semester. Clubs that do not meet this deadline will be declared inactive and will need to go through the entire registration process to become active for the spring semester. Clubs must meet at least once a month on campus each semester and plan specific events to give members a sense of purpose or be declared inactive with no possibility of reinstatement for the current semester. If your club experiences a change in its meeting day, time, location, club officers, club advisors, or any other information, please update the ASOCC Office through the Club Addendum Form. For more information, please contact the ASOCC Office at (714) *If a club is approved on the day of the ICC Monthly Meeting, it is required that the club sends an ICC Delegate to that date s ICC Monthly Meeting. ICC Monthly Meeting The ICC Board holds a Monthly Meeting with all active clubs on the first Tuesday of each month during the fall and spring semesters (starting in October). They start at noon and last approximately one hour. The ICC Monthly Meeting takes place in the Student Center Lounge unless stated otherwise. Through the Monthly Meetings, the ICC Board can keep the clubs informed about campus events that involve and/or affect clubs and/or the campus in general. Club members are invited to share their views and opinions about these events and other issues if they so desire. The end of each Monthly Meeting is devoted to the self-introduction of ICC Delegates and the sharing of club news and upcoming events. Although this is considered one of the most important parts of the Monthly Meeting, ICC Delegates are not required to speak during this time if they do not wish to do so. However, it is a good way to advertise club needs and activities, and all are encouraged to participate. Page 13 Revised: August 26, 2016

14 It is mandatory that an ICC Delegate attends every Monthly Meeting effective immediately after official approval by the ASOCC Inter-Club Council (see Registering a Club on page 11).** It is suggested that a specific member be designated to attend the Monthly Meetings. ICC Delegates cannot be absent to more than one Monthly Meeting. A tardy, being late more than 15 minutes, is equivalent to an absence. More than one absence by a club will result in immediate disqualification. Disqualified clubs will be declared inactive and will lose all active status privileges and entitlements. The Inter-Club Council President or the College Life Coordinator will notify the disqualified club president and advisor via . Clubs may appeal their disqualification at the next Inter-Club Council Board meeting. It will be considered at the Tuesday s Board meeting after submittal, and the club will be notified within two (2) business days of the Board s decision. Advisors and other club members are welcome and encouraged to attend the Inter-Club Council Board meeting.*** If no club member can attend the ICC Monthly Meeting or if the club s membership would experience a hardship by having to attend the ICC Monthly Meeting, a club member must contact the College Life Coordinator at (714) **If a club is approved on the day of the ICC Monthly Meeting, it is required that the club sends an ICC Delegate to that date s ICC Monthly Meeting. ***ICC Monthly Meeting Attendance/Tardy Policy adopted at the Inter-Club Council Board Meeting on November 22, Page 14 Revised: August 26, 2016

15 OCC Posting Policy In order to keep the OCC campus looking pristine and provide all clubs and departments the opportunity to advertise their programs and events, the following posting policy is in effect. In order for a club to promote its events, the following must be completed: A Special Events Application must be completed by the club president or treasurer who attended Club Orientation, submitted to the ASOCC Office, and received ICC approval. The event has been approved by the Coast Community College District Board of Trustees. The club has received the ASOCC Approved, Post Until stamp on the flyer. ASOCC Publicity Boards/Posting Grid (for ASOCC and club publicity only) Flyers may not exceed the size of 11 x17. All materials must be stamped with approval from the ASOCC Office. Materials must be written in English or provide a complete English translation for non-english publicity. All materials must be in good taste and aesthetically compatible with the OCC environment. A maximum of one (1) flyer is permitted in each of the six (6) ASOCC Publicity Boards and the one (1) posting grid in the Student Center, on a first-come, first-served basis as space is available. The Publicity Boards key will need to be checked out at the ASOCC Office. Nothing will be posted that obscures previously posted materials. Materials will be removed after the event or when the approved posting timeframe has expired. Sandwich Boards Posters may not exceed the size of 34 x24 (length x width). As the sandwich boards are unidirectional, all posters must be portrait in orientation (check the Page Layout settings in your word processing system (i.e. MS Word, MS Works, etc.)). Three (3) sandwich boards per event may be reserved on a first-come, first-serve basis in the ASOCC Office or by calling (714) No more than three (3) sandwich boards may be placed around campus for any one event. An event may be posted on a sandwich board for a maximum of 10 business days. Exceptions may be made for posters listing a series of themed events. Please contact the ASOCC Office at (714) for clarification/approval. See ASOCC Publicity Boards/Posting Grid (above) for materials guidelines. It is the responsibility of clubs to take down its publicity the day after the event and return the sandwich boards to the ASOCC Office. Crisis Alert sandwich boards have priority and precedence over all other publicity. For the first 24 hours of a Crisis Alert, Crisis Alert sandwich boards will be placed on campus. The ASOCC Office maintains a poster-making machine. The posters fit perfectly on the sandwich boards. You must submit a Poster Order Form (available in the ASOCC Office) at least two (2) business days in advance and attach the original flyer (8 x11 portrait orientation) from which the poster is to be made. Please visit the ASOCC Office or call (714) for current pricing. As noted above, all publicity must be approved by the ASOCC Office prior to posting and distribution. Page 15 Revised: August 26, 2016

16 Stake Posting The use of stakes is permitted throughout campus with a maximum of 20 allowed per event. Stakes must be placed in the grass only (about one feet in from the concrete) and numbered 1 through 20. Posters on stakes shall be no larger than 11 x17. Stakes must be made of wood and can be purchased at a hardware store. Stakes must be pre-approved by the ASOCC Office and removed the day after the event. Stakes not removed by the above deadline become the property of the ASOCC Office. Public/Free Speech Posting Unapproved posters and flyers may be posted: o In the corridor of Classroom & Lab classrooms across from Room 110 (use thumbtacks only). Please refer to the ASOCC Publicity Boards/Posting Grid map on page 39. Banners on Poles over Walkways Three outdoor banner standards are available to approved clubs. They are located on campus in the following areas: north side of Quad, south side of Quad, and just east of the Literature and Language building. The ASOCC Office must approve all banners. Banners are hung on a first-come, first-served basis, although SGOCC/College Life banners, and in some cases certain events or departments, will take precedence over club banners. Banners must not exceed 15 x4. Exceptions in size may be granted at the time of the reservation if the club has old banners that exceed this size. However, no banner over 20 will be approved. New banners should not be made to exceed 15 x4. Call the ASOCC Office at (714) to reserve the banner poles for use. o Once the reservation has been made, the club advisor must submit a work request to Maintenance and Operations (M&O) that includes the location of where to pick up the banner, the location to hang, the date to hang, the date to remove, and where to return the banner. Please contact M&O at (714) A banner may be hung for a period of no more than 10 business days at a time. Additional Posting Regulations Do not post materials on Bricks/Sidewalks Buildings Kiosk in Quad Light Poles Planted Garden Area Posts/Railing Sculptures Traffic Control Signs Trash/Recycle Cans Trees Vehicles Windows Violations of the OCC Posting Policy could result in the suspension of posting privileges for the club or department indefinitely. Social Media The ASOCC Office is currently working on a social media policy. At this time, we ask that all clubs refrain from using any type of social media (i.e. Facebook, Twitter, Instagram, LinkedIn, Snapchat, etc.). If you have any questions, please call the ASOCC Office at (714) Page 16 Revised: August 26, 2016

17 Campus Resources for Clubs The Inter-Club Council is committed to providing support and assistance to all registered clubs in order to help them succeed. The following is a list of services available, and each club is encouraged to make full use of them. To use these services or if your club needs something that is not included here, please stop by or call the ASOCC Office at (714) , and we will help in any way we can. Applying for Funds Once the ASOCC Inter-Club Council approves a club, the club officers may request funds throughout the fall and spring semesters. A SGOCC Fiscal Affairs Council Request for Funding form, which may be obtained in the ASOCC Office, must be submitted to the SGOCC Fiscal Affairs Council in order for a club account to be set up in the Bursar s Office. The Fiscal Affairs Council meets every Thursday from 2:30 p.m. - 4:30 p.m. All requests must be submitted by 12 noon on the Thursday of the week prior to the meeting at which it will be considered. Please note the following policies for club funding: Each semester, every approved club is entitled to a $50.00 start-up fund by completing a SGOCC Fiscal Affairs Council Request for Funding form available in the ASOCC Office. Upon approval, a club account will be set up in the Bursar s Office. If an account already exists, the start-up fund will be automatically deposited into it. If a club was approved in the fall semester, has remained active throughout that semester, and has been renewed for the spring semester, but did not apply for start-up funds in the fall, it may not request the fall semester $50.00 in the spring semester. A club that is deemed absent at more than one (1) Inter-Club Council Monthly Meeting is considered to be inactive (see ICC Monthly Meeting on page 13). Once inactive, a club cannot be reactivated for the purpose of the start-up funds until the following semester. Funding for things such as conferences, special events, workshops, and guest speakers is also available. In order to apply for funding for these needs, the club must submit a SGOCC Fiscal Affairs Council Request for Funding form. The Fiscal Affairs Council will interview a club representative and then make a recommendation regarding the request at the following SGOCC Student Senate and Executive Board meeting. If the Student Senate and Executive Board approve the application, funds will be transferred to the club's account at the Bursar s Office within five to seven (5-7) business days. The Bursar s Office does not open club accounts until either they receive notice of approval of start-up funds from ASOCC, or the club makes a deposit of funds from other sources (i.e. donations, fundraising, etc.). Each club must also have an Club Officer Registration form (available in the ASOCC Office) on file. This form designates who has access to the club account at the Bursar s Office. Clubs are supported the College Service Charge and a percentage of the OCC Bookstore sales and OCC Recycling Center revenues. All club members are expected to support college services through payment of $21.00 per semester charge during the fall and spring and $15.00 during the summer session. Services provided by ASOCC ASOCC Workroom All clubs are welcome to use the ASOCC Workroom located behind the Administration building. It is equipped with supplies to make posters, compile scrapbooks, and for other creative applications. A large work table in the room may be used for a variety of club purposes. This room is kept locked while not Page 17

18 in use, so a club member will need to go to the ASOCC Office to check out the key. Please notify the ASOCC Office staff when supplies are low so they may be replenished and available for the next user. BBQs ASOCC owns several propane BBQs that are available to club on-campus events and fundraisers. They must be reserved in advance with the ASOCC Office. There are policies for its use that must be adhered to, or the club will no longer be allowed to use them. The club is responsible for providing its own propane and storing its own tanks. An advisor must be present AT ALL TIMES while the BBQs are in use by the club. Per District policy, no sharp knives may be used for cutting meat and other food. It should be brought to campus already proportioned for use. BBQs must be returned cleaned and readyfor-use, or the club will lose use privileges for the remainder of the year. Copy Machine A copy machine is located in the ASOCC Office for club use. This copier is for on-campus club publicity only. The maximum number of black and white copies (on colored paper) that may be made per event is 25. Please note that copy privileges will be revoked for abuse of this policy. Please see the ASOCC Office s front desk in order to use the copy machine. Desktop Computers Computers, with various software applications, are available for club members to use in the ASOCC Office. Electric Cart For those heavy or other-side-of-campus jobs, an electric cart is available for use. Anyone using the cart must possess and maintain a valid and unrestricted California Driver License, and they must complete a Driver Authorization Form which is available in the ASOCC Office. The State Vehicle Code requires all drivers to acquire a California Driver License within 30 days of entry into California, so no one with an out-of-state or out-of-country license will be eligible to drive a cart until they have a valid California Driver License in their possession. Additionally, each driver will go through an on-campus driving orientation prior to using the cart. It is recommended that a club member reserve a cart ahead of time in order to assure its availability when the club needs it. Visit the ASOCC Office to make a reservation and obtain the cart key. All drivers must obey on-campus driving procedures, or driving privileges will be revoked. Phones There is a phone available for club use to make local phone calls. Please see the front desk in the ASOCC Office for assistance. Publicity Boards, Sandwich Boards, Table Tents, & Banner Poles ASOCC maintains six (6) publicity boards located throughout the campus and one (1) posting grid in the Student Center on which flyers about club activities may be posted. Posters may be taped to sandwich boards and placed strategically around campus. With prior approval, table tents (approximately 4 x6 in size) are available and can be placed on the Cafeteria and Library tables. Tape for attaching flyers to sandwich boards, staples for attaching flyers to stakes, and pins for attaching flyers to publicity boards are available in the ASOCC Office. The cart (see above) may be used to access the publicity boards across campus. It is up to each club to post its own publicity. All publicity must be approved by the ASOCC Office prior to distribution and must be removed by Page 18

19 the club immediately after the event or at the end of the posting date. Failure to do so may result in loss of posting privileges by the club. The ASOCC Office maintains a poster-making machine for use by clubs. You must submit a Poster Order Form (available in the ASOCC Office) at least 48 hours in advance and attach the original flyer (8 x11 portrait orientation) from which the poster is to be made with your request. As noted previously, all publicity must be approved by the ASOCC Office prior to posting and distribution. Club-supplied banners may be hung on the poles over two (2) of the walkways in the Quad and one (1) near the Literature and Languages building. Please see the OCC Posting Policy on page 15 for details about hanging banners. Visit the ASOCC Office or call (714) to make reservations. Web Publicity All approved club meetings and events will be automatically added to the ASOCC and Clubs Calendar on the OCC website. The calendar features meetings and events hosted by ASOCC, clubs, and organizations. These meetings and events would include seminars, fundraisers, cultural celebrations, etc. Visit the ASOCC Office or call (714) for more information. OCC Reprographics Department When more than 25 copies per OCC event are needed, clubs may request copies from an outside source such as Fedex Office, Staples, or the OCC Reprographics Department. To utilize Reprographics services, the club advisor will need to submit a work order in person or online via the OCC Portal. Please allow two (2) business days for orders to be completed. Club advisors may also come into the department to use the copy machine for black and white copies of club publicity. Various colored paper is provided by Reprographics. For more information, please call OCC Computer Desktop Backgrounds Clubs and student organizations can have their approved flyer for club special events, not club meetings or elections, placed on the background of the desktop of OCC student computers. These requests are handled on a first come, first serve basis. Flyers must include the following information: 1. Name of club 2. Name of event 3. Day, time, and location 4. Description of the event 5. contact information 6. OCC logo or the words Orange Coast College In order to have your flyer placed on the background of the computers, please follow these steps: 1. a copy of the flyer (JPEG format) to Eva Shaffer at eshaffer@occ.cccd.edu. The flyer orientation must be portrait. a. Please also provide contact information (name and phone number) in the A Special Events Application must be completed and on file at the ASOCC Office. 3. Requests must be submitted at least three (3) business days prior to the event. 4. Please note that flyer requests are not guaranteed posting on the computer desktops. Page 19

20 Coast Report The campus newspaper is published every Wednesday during the fall and spring semesters. Clubs can submit press releases to promote upcoming meetings and events. In addition, clubs can purchase advertising space for their flyers. Contact the newspaper staff at (714) or stop by the Coast Report Office in the Journalism building regarding news releases about your club events. Additionally, all press releases can be ed to OCC Office of Marketing and Public Relations The OCC Office of Marketing and Public Relations is dedicated to communicating information about OCC to both internal and external audiences. The area uses a range of media, community relations, graphic design, and new media tactics to communicate with a variety of audiences. The area staff is here to help let others know about the exceptional work being done at OCC. Establishing consistent two-way communication with key constituent organizations is important and the Marketing and Public Relations team is working to enhance and build relationships OCC has with important communities. The office actively participates with and within the community to maintain and enhance the OCC brand. This office manages this process, contacts experts to determine the appropriate response and arranges interviews. The area is responsible for all news releases and photos sent from the college to the local media. Staff also provides opportunities to train faculty and staff members to work with the media. Training includes interviewing tips, understanding reporters needs and what makes a story newsworthy. This office also publishes the Coast-to-Coast electronic newsletter that is sent to all staff, faculty, and administrators each week. If you would like the Communications and Marketing Office to review your press material for a public (not OCC) press release, please bring your news material to the Office of Marketing and Public relations (Administration Building, Room 107) at least 14 business days prior to the event. The release will be distributed within a few days. If you have material you wish to appear in the local media or have any questions, please call (714) Before you contact the OCC Office of Marketing and Public Relations, be sure the event has been approved by the ICC, the Director of Student Life, and the District. If you do not know whether it has been approved, please check with the ASOCC Office. Page 20

21 Acquiring ASOCC Approval Policies & Procedures All on-campus and off-campus special events, fieldtrips, and fundraisers require approval from the Inter-Club Council, the College Life Coordinator, and the Director of Student Life prior to the event. Special Events Application Process All on-campus and off-campus events, fieldtrips, and fundraisers that are outside of a club s regular meeting require approval. Events including, but not limited to, film showings, speakers, conferences, and fundraisers, must have a Special Events Application on file and be approved by the ASOCC Office prior to the event. A Special Events Application can be acquired in the ASOCC Office. Please complete the form in its entirety. If you have any questions regarding this process, please visit the ASOCC Office or call (714) Requests must be submitted to the ASOCC Office by 12 noon on Tuesday to be approved at the following Tuesday ICC Board Meeting. Please note that Special Events Application approvals take a minimum of one week and must be approved prior to the beginning date of the event. Depending upon the type of event, a Presidential Approval Form may be required and can take approximately four to six (4-6) weeks. The club advisor is responsible for completing the President Approval Form and should work with the College Life Coordinator to ensure the timely submission of the form. Presidential Approval is necessary if: Food is being served. The club is traveling off-campus for any reason. Event/Trip is an overnight and/or high risk. Any expenses are incurred. Off-campus visitors/attendees are coming to OCC. Please note that this list is not exhaustive. If you are uncertain if something needs a submission of a Presidential Approval Form, please contact the ASOCC Office at (714) Field Trips/Off-Campus Events A club planning an off-campus event, day-trip, overnight excursion, and/or hazardous activity must follow specific procedures as outlined by the Coast Community College District. A Presidential Approval Form is required for any overnight and/or hazardous activity. The deadline to submit requests for approval is approximately four to six (4-6) weeks. Please be aware that the Director of Student Life, Vice President of Student Services, and President will need to sign the Presidential Approval Form. Only the club advisor may complete and submit the form to the ASOCC Office. Please contact the College Life Coordinator at (714) for assistance in completing and submitting the Presidential Approval Form. Page 21

22 Some examples of what might be considered high-risk activities are mountain climbing, snowboarding, scuba diving, jet skiing, rock climbing, bungee jumping, skydiving, hang-gliding, target shooting, etc. If in doubt, please check with the ASOCC Office. The following guidelines should be followed and will help in planning a field trip or off-campus club event. 1. Obtain a Special Events Application from the ASOCC Office and submit the Special Events Application to the ASOCC Office by Tuesday at 12 noon for approval at the next ICC Board meeting. 2. If the field trip/off-campus event is within driving distance, the club advisor can request the use of District vehicles and will need to submit a District Field Trip Request form. This form is available online from the Coast Community College District website at From the home page click on Employees, then on Forms, then on Transportation Service Requests, and then on Field Trip Request Form. All participants must be currently enrolled as students at OCC. The club advisor MUST accompany the club in the vehicle. Please contact John Vasquez at (714) for more information and assistance in securing a District vehicle. 3. While the ASOCC Special Events Application may be approved within one week (see Acquiring ASOCC Approval Policies & Procedures on page 21), the District Field Trip Request approval will take four to six (4-6) weeks to be approved as the event will be approved by the Board of Trustees. You and your club advisor must plan the trip and approvals accordingly as the District will not approve events after the fact. Contact the College Life Coordinator at (714) for assistance with the Field Trip Request form. 4. Club advisors and students may drive the District vehicles if they have completed the District Safety Orientation before the field trip/off-campus event. Please contact John Vasquez at (714) a minimum of four (4) business days in advance to set up this training. If students will be driving their own vehicles to an off-campus event or field trip, they will need to complete a Voluntary Activities Participation (VAP) Form which may be obtained in the ASOCC Office. Students should return the forms to their advisor who will, in turn, submit them to the ASOCC Office before the trip. Approval from the Director of Student Life must be obtained prior to the traveling event. 5. Off-campus or traveling events require that each student complete the following forms: Medical Consent Form Conference Attendance Agreement Voluntary Activities Participation (VAP) Form These forms are available in the ASOCC Office. Each of the aforementioned documents must be on file with the ASOCC Office prior to departure. The club advisor must be in possession of all the Medical Consent Forms during the entire trip. Note that any student who is under the age of 18 will need to obtain a parent/guardian s signature. Club members who will be using their own vehicles to deliver articles collected for a drive of some kind (food, clothing, books, etc.) will need to complete a Voluntary Activities Participation (VAP) Form prior to the delivery date of the articles. The VAP Form will need to be submitted to the ASOCC Office. The club will also need to submit a Special Events Application and be approved for the delivery day. Page 22

23 On-Campus Special Events All on-campus club events, outside of the regularly scheduled club meeting, must be approved through the use of the Special Events Application. Please refer to the Special Events Application Process section of this document located on page 21. The sub-headings for this section can be used as a guide that indicates which approval(s) will be required for most situations. It must be followed, or the event cannot take place. Please refer to the Expenditure/Withdrawal of Funds section (page 31) for CCCD Board of Trustees approval for payments related to these services. If in doubt, please feel free to ask the ASOCC Office staff for clarification. Events with a film Many clubs show films at either their meetings or for the campus at large. Sometimes, they are used for fundraising purposes. Films, however, are copyrighted, and clubs must provide proof of permission to be shown in a public forum from the producers. Movies rented through SWANK are approved for showing, and they can be reached at (800) or through The OCC Library also has movies to which they own the public viewing rights. Please confer with an OCC Reference Librarian to ensure that the college does in fact own the rights to the movie. Documentation of permission for showing must be given to the ASOCC Office before the event along with your Special Events Application. Event with a Paid Referee/Official/Performer/Lecturer from Off-Campus All paid referees/officials/performers/lecturers (not to exceed $750) from off-campus must be approved by the Director of Student Life. IMPORTANT: Please refer to Service-Related Expenses (Independent Contractors) on page 34 for important information about paying a referee/official/performer/lecturer. The club needs to meet with the College Life Coordinator to ensure the proper paperwork is completed and pay the referee/official/performer/lecturer in a timely manner. Please contact the College Life Coordinator at (714) to schedule an appointment. Please note the following policies for hosting an event with a paid referee/official/performer/lecturer (not to exceed $750): Submit two copies with original signatures of the Standard Release of Liability form. This form is available online from the Coast Community College District (CCCD) website at From the home page, click on District, then on Finance & Administrative Services, then on Risk Services, then on Independent Contractor Agreements and Instructions Professional Expert Standard Agreement and Instructions, and then on the Standard Release of Liability (Referee/Official/Performer/Musician NTE $750) form. One copy of the completed Referee/Official/Performer/Lecturer Agreement for Services and Release of Liability form will be sent to the vendor, and the second copy will be sent to the ASOCC Office. Submit a Special Events Application along with a referee/official/performer/lecturer biography to the ASOCC Office. Include name, title, affiliation/employer, and a brief biographical description (This should describe referee/official/performer/lecturer s expertise.). The Special Events Application must be approved prior to the event. Publicity prior to approval of the event must include the statement Pending District Board approval. Paid referees/officials/performers/lecturers must have a W-9 form on file with the Bursar s Office. Please ask the referees/officials/performers/lecturers to fill out and submit one to the ASOCC Office. The referees/officials/performers/lecturers failing to submit a W-9 form will not Page 23

24 be paid. Also, a signed copy of the Referee/Official/Performer/Lecturer Agreement for Services and Release of Liability form is required along with the Check Request/Transfer form to process payment for referees/officials/performers/lecturers. Please refer to Service-Related Expenses (Independent Contractors) on page 34 for more details. Referees/officials/performers/lecturers must comply with all CCCD accounting policies in order to be paid. If you have any questions about these requirements, please visit the ASOCC Office. Event with a Paid Individual/Vendor from Off-Campus All paid individuals/vendors (exceeding $750 and/or is not considered a referee/official/performer/lecturer) from off-campus must be approved by the Chancellor of the Coast Community College District (CCCD). IMPORTANT: Please refer to Service-Related Expenses (Independent Contractors) on page 34 for important information about paying the individual/vendor. The club needs to meet with the College Life Coordinator to ensure the proper paperwork is completed and pay the individual/vendor in a timely manner. Please contact the College Life Coordinator at (714) to schedule an appointment. Please note the following policies for hosting an event with a paid individual/vendor (exceeding $750 and/or is not considered a referee/official/performer/lecturer): Submit two copies with original signatures of the Standard Short Form Independent Contractor Agreement form. This form is available online from the CCCD website at From the home page, click on District, then on Finance & Administrative Services, then on Risk Services, then on Independent Contractor Agreements and Instructions Professional Expert Standard Agreement and Instructions, and then on the Standard Short Form Independent Contractor Agreement. One copy of the completed Standard Short Form Independent Contractor Agreement form will be sent to the vendor, and the second copy will be sent to the ASOCC Office. Submit a Contracts Administrative Approval Request form to the ASOCC Office. This form is available online from the CCCD website at From the home page, click on District, then on Finance & Administrative Services, then on Risk Services, then on Contracts and Agreements, and then on District Contracts Routing Sheet. Submit a Special Events Application along with the individual/vendor biography to the ASOCC Office. Include name, title, affiliation/employer, and a brief biographical description (This should describe individual/vendor s expertise). The Special Events Application must be approved prior to the event. Publicity prior to approval of the event must include the statement Pending District Board approval. Paid individuals/vendors must have a W-9 form on file with the Bursar s Office or must fill out and submit one to the Bursar s Office. Those individuals/vendors failing to do so will not be paid. Also, a signed copy of the Standard Short Form Independent Contractor Agreement form is required along with the Check Request/Transfer form to process payment for individuals/vendors. Please refer to Service-Related Expenses (Independent Contractors) on page 34 for more details. Individuals/vendors must comply with all CCCD accounting policies in order to be paid. If you have any questions about these requirements, then please visit the ASOCC Office. Page 24

25 Unpaid Speakers/Entertainers Speakers or entertainers who are not being paid do not require a contract for District Board approval. However, the speaker/entertainer must fill out a Volunteer Activities Participation (VAP) Form found in the ASOCC Office before the event and submit the completed form to the ASOCC Office. Additionally, the club must submit a Special Events Application along with a speaker/entertainer biography to the ASOCC Office. All Special Events Applications must be approved prior to the event. All speakers shall be informed of the following conditions in advance: The speaker s qualifications shall be made known to the audience as accurately and completely as possible. The speaker shall allow students and faculty the opportunity to ask questions. The length of the question period shall be designated by the sponsoring club or department. Off-campus speakers are subject to all rules and regulations governing bona fide students. Any violation of these rules and regulations may result in removal of the speaker from the campus. The sponsoring department or club and its club advisor must make all arrangements for the speaker and must assume responsibility for the speaker s conduct on campus as is dictated by the CCCD policies. If an unpaid speaker wants to sell their product (i.e. a book, CD, DVD, etc.), then the club must seek approval from the ASOCC Office prior to the event. Additionally, clubs SHOULD negotiate to receive at least 10% of the profits. It is strongly recommended that this be negotiated with the speaker, and 20% should be a more acceptable amount. Donations may be given to a speaker at an event, but they must be given to him/her directly by the donors. No club member may handle donations in any way. Doing so will deem them payment for services and will require financial paperwork. Release Statements The ASOCC Office bears all responsibility for approval and denial of non-college speaker/entertainer/performer requests. Denial will be based on time, place, and manner only. The ASOCC Office shall make every reasonable effort to consult with appropriate student, faculty, and/or administrative representatives concerning denial of requests within a timely manner. After consultation with the Director of Student Life, the student, faculty, and/or administrative representative may submit a written request asking for the reasons for the denial. The Director of Student Life shall provide the opportunity for the expression of opposing or contrasting views. Invitation of a speaker/entertainer/performer does not imply endorsement of the individual and his/her views by the Coast Community College District, Orange Coast College, the Associated Students of Orange Coast College, or the sponsoring clubs or departments. Event with a Speaker/Entertainer from OCC District Board approval is necessary if: Speaker is being paid. Event is open to off-campus attendance (i.e. non-students or non-full-time employees). District Board approval is not necessary if: Page 25

26 Speaker is not being paid. Speaker must fill out a Volunteer Activities Participation form found in the ASOCC Office. Event is only open to OCC students, faculty, staff, and administrators. Quad Noise Restrictions Moderate amplification for concerts on the Quad is allowed from 12:00 p.m. to 1:00 p.m. only. Per District policy, the noise decibel level cannot exceed 60 in any part of a classroom. If complaints are received from surrounding classrooms and offices, the event organizers will be given one chance to modify the noise to an appropriate level. After a second complaint, the event will need to end immediately. Policies Regarding Food at Events Food on Campus - All events that include food and/or beverage as part of the event need to coordinate the food and/or beverage items with Instructional Food Service. Please call Rosio Soto at (714) ext for assistance. Catering Instructional Food Service has the right of refusal for catering food and beverage on campus. The Instructional Food Service will make every effort to be competitive in cost and selection. If Instructional Food Service declines the request for food and/or beverage service, please follow procedures outlined in Outside Catering below. Outside Catering Due to liability and health department issues, any food or beverage brought from off campus needs approval from Thomas Selzer, General Manager of Instructional Food Service, prior to the event. You must also submit the following: o A Special Events Application form needs to be completed and turned in for ICC approval prior to the event. The form can be picked up at the ASOCC office. o A Food Handling Form needs to be completed and attached to the Special Events Application. This form is located in the ASOCC Office. o A Certificate of Insurance evidencing a minimum of one million dollars of comprehensive general liability coverage under an insurance policy and an endorsement naming the District as additional insured is required from the caterer or food and beverage provider as suggested by District Risk Services. The exception to the insurance requirement is pre packaged food and beverage. o Outline of hand wash station with paper towels. o Outline of how food will be kept at the proper food holding temperatures. o No sign off or approval for food will be given until the club advisor has signed the Special Events Application form. (Only if it is a club sponsored event). o No sign off or approval for food will be given until the above requirements are met (only for food events when a facility is rented). There is no selling of food on campus other than by the Instructional Food Service Operation; all food contracts from any outside company need to go through Thomas Selzer. Exceptions for this policy include Coast Day; clubs must speak with the College Life Coordinator for details. Potluck - Due to Food Safety and Health Department requirements, it is campus procedure that any official event on campus does not include the use of potluck or food items that are prepared at home. However, clubs may purchase items at grocery stores or restaurants. The club will need to submit a Special Events Application and Food Handling Form to Rosio Soto in Instructional Food Service for signature. Please allow two (2) business days for Thomas Selzer to sign the Special Events Application. The club will then need to submit the Special Page 26

27 Events Application and Food Handling Form to the ASOCC Office by Tuesday at 12 noon for approval at the next ICC Board meeting. Ice for club activities may be requested at least a week in advance through the Cafeteria. However, the ice is not a guarantee especially during peak event season and hot weather. Please call the Cafeteria office at ext for assistance with this request. Page 27

28 Reserving College Facilities and Equipment Use of facilities on campus must always be reserved. Reservations for all areas of the campus must be made through the ASOCC Office. By completing the Special Events Application, a club can secure a room, open space on campus (i.e. Quad), and any other facility request. As always, a club advisor must be present for the entirety of any club event. Campus Safety will not open any classroom or facility oncampus without the advisor being present. Additionally, the facility should be locked at the end of the event. To open and/or lock a facility, the club advisor will need to contact Campus Safety at (714) Furniture and equipment (tables, chairs, plants, podium, AV equipment, shutters, etc.) in the Student Center Lounge may be rearranged in a format that is best fit for the reserved event. When making the event reservation, please be sure to add time for set-up and tear-down. Please note that all room set-up requests must be submitted to Maintenance and Operations (M&O) via by the club advisor. The students should not be moving any furniture and equipment themselves. Audio/Visual equipment may be requested by the club advisor through the Support Center/Digital Media Department. The club advisor may make the request through the computer desktop icon IT Service Desk or call the Support Center at (714) Please request the audio/visual equipment a minimum of two (2) business days in advance of the event. The club and club advisor are responsible for the care and security of the equipment. The ASOCC Office has a limited amount of tables, chairs, sandwich boards, and other miscellaneous equipment available for club usage. To use the equipment, a reservation must be made in advance through the ASOCC Office. Please return all keys, furniture, equipment, props, and carts as quickly as possible after you are done with them. Security and/or parking arrangements must be made for events of 100 or more people or for off-campus guests. The club advisor must make these arrangements with Campus Safety at (714) Club Fundraisers Auctions, car washes, candy bar sales, flower sales, bake sales, and restaurant fundraisers are some fun and effective ways to earn funds for your club. Clubs wanting to sell clothing must get approval from the Orange Coast College Bookstore and the Fashion Department if it involves clothing that the Fashion Department has historically sold every year at its sale. As with any event, all fundraisers must be approved by the ICC. Visit the ASOCC Office to pick up, fill out, and submit a Special Events Application (see Acquiring ASOCC Approval Policies & Procedures on page 21) and a Cash Handling Form. Although approval by the ICC takes only about one (1) week, some events will require Presidential Approval, so it is important that you plan well ahead for your fundraiser. The deadline to submit requests for Presidential Approval is four to six (4-6) weeks. Please contact the College Life Coordinator at (714) for assistance with your Presidential Approval Form. Clubs are not allowed to have any external/off-campus accounts (i.e. bank, GoFundMe, etc.) for collecting and/or holding money. Any type of donations to clubs (i.e. cash, items, etc.) must be approved by the Orange Coast College Foundation. Please schedule an appointment with the OCC Foundation Director at (714) Page 28

29 Opportunity Drawings vs. Raffles Opportunity drawings are an excellent way of making money. Opportunity drawing prizes may include donations from local merchants such as dinners for two, massage and spa certificates, CD s, $50.00 in free gas at a local service station, $50.00 coupons for books in the college bookstore, free ski lift passes, etc. However, they must be called opportunity drawings, not raffles and may not be conducted as such. Opportunity drawings are legal in the state of California; raffles are illegal and, therefore, are not permitted on the OCC campus. Opportunity drawings are not illegal if conducted in a very specific way. School administrators and staff who sanction an illegal drawing could potentially go to jail. However, there are some basic rules that apply to all drawings. First, tickets are not sold, but are given as receipts for donations to a not-for-profit organization (registered as a 501(c)(3) organization with the Internal Revenue Service (IRS) or public agency), and this must be clearly stated on all the literature and publicity advertising the drawing. Second, tickets must be given out free to those who do not wish to make a donation. All literature and publicity must state that a person does not need to donate to be eligible for the drawing, and the place where free tickets are available must also be clearly stated. Drawings conducted by Orange Coast College clubs must be conducted with the approval of the Orange Coast College Foundation, the nonprofit 501(c)(3) support organization of the college. Before clubs start an opportunity drawing, they must meet with a representative of the Orange Coast College Foundation to have their drawing approved. To schedule an appointment with the OCC Foundation Director, please call (714) Page 29

30 ASOCC Accounting/Monetary policies & Procedures Orange Coast College is required to follow a number of rules, regulations, laws, and codes to pay the bills. Some of these will appear to be cumbersome and unnecessary. However, all of them have evolved in order to provide a safe fiscal environment for you, your club, Orange Coast College, and the Coast Community College District. Club Orientation is required of any club who would like to plan special events (i.e. fundraisers, fieldtrips/excursions, guest speakers, etc.) outside their recurring club meetings and/or utilize club funds (i.e. club expenses, reimbursement for purchases, purchase order processing, etc.). Club presidents and treasurers are required to attend; club advisors and/or any other club officers are welcome to attend as well. There are many Club Orientation dates and times. Please visit the ASOCC website at for more information. To sign up for Club Orientation, come by the ASOCC Office or call (714) It is important that you read ALL of this section if you will be using club funds for any purpose. If merchandise or services are ordered without authorization or if bills are not submitted in a timely manner, the club account may be frozen, and the club will not be permitted to use funds in the account until the fiscal problems are resolved. Failure to follow these policies may result in your club not being able to pay vendors or individuals. It can be a complicated process that may not be addressed in just one of the following paragraphs, so you must read the entire section in order to safeguard your funds. Lastly, clubs must be registered, active, and in good standing to utilize their funds. If you have any questions regarding this process, please contact the College Life Coordinator in the ASOCC Office at (714) Collection and Handling of Money 1. All club funds must be deposited in the Bursar s Office. The official accounting of funds will be the responsibility of the Bursar s Office under the direction of the Vice President of Administrative Services of Orange Coast College. Clubs are not allowed to hold off-campus accounts for any reason. 2. As few people as possible should handle money. 3. Club advisors are responsible for supervising the handling of finances for all events, setting up procedures for ticket sales, overseeing expenditures of club funds, and preparing reports of income and expenditure. 4. Funds shall be collected only by authorized agents of the club. Club advisors are responsible for ensuring that funds are properly collected and deposited with the Bursar s Office as soon as possible. A receipt will be issued for the deposit. 5. If the Bursar s Office is closed during the event (i.e. weekend or during the evening), then contact Campus Safety at (714) to obtain access to the Bursar s Office drop safe. Page 30

31 Expenditure/Withdrawal of Funds Authorization (signatures) of the advisor(s) and a club president/treasurer are required before any merchandise or service is ordered and before withdrawal of student funds. Only signatures of those students listed on the Club Officer Registration form as having access to club finances will be accepted. In addition, all Purchase Order Requests, Check Requests, invoices, and cashbox requests require both the College Life Coordinator and the Director of Student Life s signatures. Please submit all forms and paperwork to the ASOCC Office. Three ways club funds may be used: To purchase and pay for merchandise. To pay for services (independent contractors such as guest speakers, vendors, etc.). To request a cashbox for a club event. Expenditure of funds or withdrawal of cash may require the completion of one (1) of the following forms: Request for Purchase Order form Check Request/Transfer form The Club Minutes for Expenditure Approvals will also need to be submitted along with either of these forms to the ASOCC Office. Before submitting a Request for Purchase Order form or a Check Request/Transfer form, you must submit a request for approval. The ASOCC Office submits a blanket board approval item at the beginning of each year that covers most events and activities, but some events and activities will need the submission of a Presidential Approval Form or Chancellor Approval. The deadline to submit requests for approval is approximately four to six (4-6) weeks. Late items will not be accepted. Please contact the College Life Coordinator at (714) for assistance in submitting your Presidential/Chancellor Approval requests. A Presidential Approval Form is required for activities that include, but are not limited to, the following: Catered Food Fundraising (Most fundraisers are covered by an ASOCC blanket Board approval, but please verify with the College Life Coordinator). Equipment rental or acquisition Travel and lodging expenses Service-related expenditures - Independent Contractors (speakers, entertainers, photographers, etc.) A Presidential Approval Form is required for your club s special event. Without it, the Bursar s Office is unable to pay for any service related (independent contractor) expenses, equipment providers, reimbursements, or food expenses. The Presidential Approval Form must be accurate. If the date of the event, the amount to be funded, or independent contractors change after the approval, an Addendum to the Presidential Approval Form must be submitted. Please contact the College Life Coordinator at (714) if your event changes. Any service-related expenditure will also require a completed Independent Contractor Agreement which will need Presidential/Chancellor Approval. Please read the following section about service-related requests. The club advisor and a club president/treasurer should make an appointment with the Page 31

32 Accounting Coordinator ( ) in the Bursar s Office during the early planning stages of these activities to make sure that all accounting legal requirements are being met throughout the progress of the event. Page 32

33 Purchase Orders The process for using a Request for Purchase Order has been developed in order to maintain an accurate accounting system, ensure sufficient funds from the club account exist for the purchase of supplies and materials, verify that adequate approvals for purchases have been completed, determine if any legal issues exist, verify the completion of the President Approval Form, and determine if any other departments are required to review the purchase (i.e. Maintenance & Operations, Information Technology, etc. Request for Purchase Order forms are used for purchases that exceed $ They must be completed and submitted before the merchandise is ordered. They will take from five (5) to ten (10) business days to process, so please submit them as far in advance as possible. To complete one, you will need to know your club s account number, the name and address of the person or company (vendor) from whom the purchase is being made, and a detailed list/quote of the items to be purchased and the price (including tax and shipping). The form must be filled out and signed by the club advisor and club president/treasurer, submit the Request for Purchase Order. This form must be submitted along with the Club Minutes for Expenditure Approvals form to the ASOCC Office. ASOCC will forward it to the Director of Student Life and the Bursar s Office for processing. One copy of the completed Request for Purchase Order will be sent to the vendor, and the second copy remains in the Bursar s Office. The club must not pay cash for any services or materials listed on a Request for Purchase Order once it has been submitted. All payments will be made with an Orange Coast College check issued by the Bursar s Office. Once an order has been received, vendors must submit an invoice to the club in order to get paid. This invoice must be submitted to the ASOCC Office to be processed. Any information omitted from the Request for Purchase Order may delay the purchase, so be sure it is complete. It is wise to first check with the Bursar s Office to see if the selected vendor is already in the system. If they are not, the vendor will need to complete a W-9 form before they can be added. The form may be obtained in the ASOCC Office, from the Bursar s Office, or online from the Coast Community College District website. From the home page, click on Employees, then on Forms, then on Risk Services, then on Independent Contractor Agreements and Instructions Professional Expert Standard Agreement and Instructions, and then on the Attachment 2 W-9 Form for use with Independent Contractor Agreement form. This is a mandatory procedure. The Bursar s Office will not issue a check without a W-9 on file for each vendor. This requirement may delay the process a little, so please allow for the delay if the vendor is new to OCC. In addition, the Bursar s Office is required to submit payment information for individuals/unincorporated vendors to the California Employment Development Department. The minimum wait to process a check to a vendor who is not incorporated is thirty (30) days, so submitting a W-9 form for these vendors as soon as possible will reduce the amount of time the vendor will have to wait for his/her check. It is probably wise to alert them of this fact at the beginning of the relationship. Page 33

34 Service-Related Expenses (Independent Contractors) A Request for Purchase Order is required any time an individual or a business provides a service. These service-related purchases are similar to purchases for materials and supplies but must meet additional legal requirements before the service may be used. Examples of service-related purchases are: speakers, entertainers, equipment rentals, or consultants. Payment to individuals, service-related invoices or independent contractors, and unincorporated businesses require separate Presidential/Chancellor Approval and must be submitted along with the Special Events Application. Payments made directly to unincorporated businesses, individuals, and independent contractors require the completion of a Standard Release of Liability or Independent Contractor Agreement form. Please refer to Event with a Paid Referee/Official/Performer/Lecturer from Off-Campus and Event with a Paid Individual/Vendor from Off-Campus on page 23 for more details. Checks to individuals, service-related invoices or independent contractors, and unincorporated businesses require the Internal Revenue Service W-9 form. These forms are available at the Bursar s Office, the ASOCC office, and online on the Coast Community College District website and must be submitted with the completed Independent Contractor Agreement form. The form is labeled Attachment 2 W-9 Form for use with Independent Contractor Agreement. This form is available online from the CCCD website at From the home page, click on Employees, then on Forms, then on Risk Services, then on Independent Contractor Agreements and Instructions Professional Expert Standard Agreement and Instructions, and then on the Attachment 2 W-9 Form for use with Independent Contractor Agreement form. The completed Standard Release of Liability or Independent Contractor Agreement, including the W-9 form, must be submitted with the Presidential/Chancellor Approval form to the ASOCC Office for the signature of the Director of Student Life. Once the service has been completed, Independent Contractors, individuals, or service-related companies need to submit an invoice to the club in order to be paid. Reimbursements may be delayed or denied if all procedures are not followed properly. The submitted invoice needs to then be signed by the club s advisor and a student officer who is listed on the Club Officer Registration form. Once both signatures have been secured, the invoice needs to be taken to the ASOCC Office. ASOCC will then forward the forms to the Director of Student Life for signature and the Bursar s Office for processing. The Presidential/Chancellor Approval, Standard Release of Liability or Independent Contractor Agreement, W-9 form, and invoice must have the same vendor name. Payments will be made directly and mailed to independent contractors or service companies per the invoice. The Bursar s Office is required to submit payment information for individuals/unincorporated vendors to the California Employment Development Department. The minimum wait to process a check for vendors who are not incorporated is 30 days. Therefore, submitting the W-9 for this type of vendor as soon as possible reduces the time the vendor will have to wait for payment. IMPORTANT: Students and advisors may NOT sign contracts with independent contractors, service companies, vendors, etc., on behalf of the club. Only the college President or the Chancellor may do this. When in doubt, contact the ASOCC Office at (714) or the Bursar s Office at for further information about accounting procedures. Page 34

35 Club Reimbursements A Request for Purchase Order does not need to be submitted for expenses under $ Club members may buy materials/supplies (up to $100.00) and be reimbursed by completing a Check Request/Transfer form and Club Minutes for Expenditure Approvals form. Food stamps and/or gift cards may never be used to purchase items, supplies, or food for club events. The Check Request/Transfer form must be filled out and signed by the club advisor and club president/treasurer. This form must be submitted along with the Club Minutes for Expenditure Approvals form to the ASOCC Office. The Check Request/Transfer form will then be forwarded to the Director of Student Life and the Bursar s Office for processing. Original receipts and/or invoices must be included with the Check Request/Transfer form. These receipts/invoice should only have items for the club or be for club use (no personal items should be included on the same receipt). Remember to list account numbers on the form. Reimbursements may take up to 10 business days to process and will be mailed to the club member. Check Request/Transfer forms may be obtained from the Bursar s or the ASOCC Offices. Requesting a Cashbox To obtain a cashbox for a fundraising event, your club will need to complete a Check Request/Transfer form one (1) week before the event. The Check Request/Transfer form can be obtained in the ASOCC Office or in the Bursar s Office. Submit the completed form with the appropriate signatures (the club's advisor and club president/treasurer) to the ASOCC Office for approval. The form will be forwarded to the Director of Student Life and the Bursar s Office where your cashbox will be ready for pickup. You may call the Bursar s Office about three (3) business days after you submit the form to see if the cashbox is ready for pickup, but it may take up to five to seven (5-7) business days before it will be ready. Unless otherwise listed on the Check Request/Transfer form, only the advisor(s) or a club president/treasurer is authorized to retrieve the cashbox. Points to Remember for all Accounting Procedures Clubs must be active, registered clubs in good standing to utilize their funds. Purchase orders are required for payment on all purchases/invoices over $ (see Purchase Orders on page 33). Club members can be reimbursed up to $ for club purchases. Club members must submit both the Check Request/Transfer form and Club Minutes for Expenditure Approvals. Both forms must be signed by the club advisor and club president/treasurer. All invoices/receipts must indicate the purpose, price, date, and the place of the purchase. These invoices/receipts should only have items for the club/club use (no personal items should be included on the same receipt). An incomplete form (any of them) will delay the process so be sure to provide all necessary information when it is submitted. Students or advisors will not be reimbursed for payments made for services to independent contractors. Expenses should be submitted in a timely manner in accordance with appropriate accounting recording periods. Page 35

36 Receipts for personal expense reimbursement older than 30 days are subject to review and/or non-payment. Receipts older than 30 days must be accompanied with a memo of explanation which is also signed by the club advisor and club officer. Receipts for personal expense reimbursement of more than $ are subject to review and/or non-payment. They must be accompanied with a memo of explanation. The club advisor and a club president/treasurer must sign all deposits, Purchase Order Requests, Check Request/Transfer, and Club Minutes for Expenditure Approvals forms before any club funds will be moved. All expenditures require the Director of Student Life s signature. If merchandise or services are ordered without proper authorization (Club Minutes for Expenditure Approvals), the club account may be frozen, and the club will not be permitted to use funds until the problems are resolved. Similarly, if invoices/bills are not submitted in a timely manner, the club account may be frozen, and the club will not be permitted to use funds until the problems are resolved. Page 36

37 Helpful Suggestions & Hints for Clubs Starting a Club Before you begin the process of forming a new campus club, we urge you to research and review existing active clubs. These clubs have been formed to meet a variety of social, cultural, political, recreational, and religious interests. You may find an existing club that already meets your needs. There are many benefits to joining an existing club. It is often more effective to combine forces than duplicate efforts and/or services thereby creating competition for resources such as finances and members. Most clubs are eager for new members; they want new talent, ideas, enthusiasm, and commitment. If there is a club currently meeting the same basic interests as yours, then consider joining the club. If you are unable to identify an existing club that will satisfy your interest, then start your own. There may be other students out there with interests similar to yours. Starting a new club can be like starting a new business. Many fail during the first year. We urge you to consider the following: Club Purpose How do you define your club? What are your proposed goals? What do you hope to accomplish? How will you serve the students and/or community? Who will be your advisor? If your club is an academic interest group, is there an academic department with which you can or will be affiliated? What makes your club unique? Club Membership Are there other people you already know who want to join? How will you recruit other members? How will you convince them to join? What will this club have to offer? Can members find this elsewhere? Club Structure Will this be a formal, long-term group or are you forming to work on a particular, one-time only issue and/or activity? What type of officers will you have? How will they be selected and for how long? Will you be drafting a constitution and bylaws to address procedures? How often will you meet? When will you meet? It is important that you are able to answer these questions because potential members will be asking these of you. Be prepared! Page 37

38 Choosing an Advisor All registered student clubs, activities, and events must be supervised and advised by a full-time employee of OCC at all times. Part-time faculty members can also be advisors but will need approval from the College Life Coordinator. Many members of the OCC faculty, staff, and administration would enjoy volunteering their time and are just waiting to be asked. Advisors volunteer to work with student clubs because they want to do it, and they feel they can make a contribution to the club s success. Consider carefully when choosing an advisor. For example, if your club is an academic interest group, check with the academic department to see if a faculty member of that department may be interested in advising. Clubs may have more than one advisor, so the advisor responsibilities may be divided. Advisors should consider the weight of being an advisor. Some of the responsibilities are: Must attend all regularly scheduled meetings of the club. Must attend and supervise the functions and special events of the club in its entirety (i.e. first in, last out ). Ensure that the club adheres to policies and rules of Orange Coast College as well as obey local statues and state laws. Ensure that an ICC Delegate attends the ICC monthly meetings so the club maintains active status. Make sure copies of club meeting minutes are maintained and filed. Potential advisors should obtain a copy and read the Club Handbook, especially the Club Advisor Guidelines section (page 49). They need to review all of the advisor s policies, procedures, guidelines, and helpful hints as well as the rest of the Club Handbook. The advisor s signature is required on all Club Registration and Renewal Forms, Special Events Application forms, and all other club paperwork. For more information, please refer to Advisor Information section on page 49. Additionally, all advisors must be on-file with the ASOCC Office. If there is not enough room on the Official Club Registration and Renewal Form, please add all additional advisors on a Club Addendum Form. Recruiting New Members New members are the life of any organization. They provide new ideas, enthusiasm, and potential officers. Because everyone wants new members, and new clubs are starting all the time, the competition for new members can be intense. Here are ways to help your club successfully recruit and retain new members. Club Rush ICC hosts Club Rush in the Quad on the third Tuesday of the fall and spring semesters. It is a great event for clubs, potential or active, to recruit new members. You do not need to be an officially registered club to participate in Club Rush. However, you must reserve a table prior to the event by signing up in the ASOCC Office. Coast Day Coast Day is a day of celebration for all campus clubs. Held once each semester, prizes are awarded to clubs for competitions in various activities and for booth decorations. Many students are attracted to the event so active clubs should take advantage of this opportunity to recruit members by distributing information such as club meeting times and dates and upcoming club events. Page 38

39 Club Interest Meeting Plan an interest meeting during your regular club meeting time to acquaint prospective members with your club: Show slides of previous events. Display a scrapbook, awards, newsletters, etc. Invite former club officers. Have an official welcome and brief explanation of your club, introduce your officers, and announce upcoming events and projects. It might help to have handouts available. Put your best foot forward without deceiving prospects as to what your club is all about. Word of Mouth Word of mouth is the most effective way to recruit for your club. Encourage your current members to spread the word among OCC students and invite a new person to each meeting or activity. At any time, potential or established clubs may set-up an information table in the Quad. Reserve a table by filling out a Special Events Application (see the Forms Index on page 53). At your table, have handouts of upcoming meetings and activities and the purpose of your club. Scrapbooks and/or awards are helpful, too. Above all, keep your members active and involved. Let them know that their contributions are needed and appreciated. Following these above steps will lead to a more enjoyable and rewarding experience for both the new members and the club as a whole. Club Officer Positions Successful clubs elect officers who are both good leaders and managers. Here are some suggested positions and descriptions to consider: Club President Acts as executive leader of the club and responsible for the day-to-day operations including, but not limited to, preparing agendas, supervising officers, and facilitating club meetings. Club Vice President Fulfills duties of the President any time the President may be absent and/or when the position becomes vacant. Assists President in carrying out his/her duties. Treasurer Reviews and makes recommendations to club on matters pertaining to income and expenditures of club funds. Works closely with the club advisor and Bursar s Office in management of funds. Submits financial reports to club as requested. Secretary Assists President in preparation of club meeting agenda. Shall take and transcribe minutes at all official club meetings. Compiles and copies handouts and publicity items. Writes and sends all correspondence for the club. Submit a copy of meeting minutes to the club advisors. Historian Takes photos, collects memorabilia, and/or takes videos of all club activities for both fall and spring semesters for the ICC End-of-the-Year Awards showcase. ICC Delegate Attends all ICC Monthly Meetings and reports back to club on meeting discussions, upcoming campus events, and other related business. Acts as a liaison between ICC and the club. Completes and submits all official paperwork for club to ASSOC Office. Constitutions, Agendas, Minutes and Recordkeeping Page 39

40 Constitution All clubs are encouraged to prepare a constitution. The following is a suggested format to assist you in preparing your club constitution. Articles and sections should be stated in sentence form. The titles and content of articles and sections will vary, but the general format should be as outlined. All topics in the following suggested form should appear in either the constitution or the bylaws of every organization. ARTICLE I Organization Name ARTICLE II Purpose XYZ CLUB CONSTITUTION ARTICLE III Membership Section 1. Eligibility for membership Section 2. Special requirements (i.e. membership dues) ARTICLE IV Officers Section 1. Titles and duties of officers Section 2. Section 3. Term of office Eligibility for office ARTICLE V Elections ARTICLE VI Meetings Section 1. Frequency of regularly scheduled meetings Section 2. Section 3. Section 4. Attendance requirements Quorum requirements Special meetings ARTICLE VII Amendments (Statement of the way in which the constitution may be amended) If membership dues are to be charged, there should be a section titled Dues stating the amount of the dues, period of time covered (i.e. semester or yearly), penalty for non-payment, etc. This section will need to be in Article III Membership. Agendas, Minutes and Recordkeeping It is mainly the responsibility of the President, Secretary, and the Club Advisor to develop club meeting agendas. Meeting minutes should be taken and transcribed primarily by the Secretary. Minutes from the current year s meetings are valuable in preparing agendas because they contain reminders of unfinished Page 40

41 business. Minutes from previous years are also helpful because they provide information about regularly scheduled yearly business. Meeting minutes should include the following: Type of meeting (i.e. general, business, board, committee) Date, time, and place List of members or guests present and/or absent Time of call to order Approval and/or amendments to previous meeting minutes Record of a summary of the discussions from committee reports, officer reports, old and new business, advisor reports, member updates, and open forum Record of all voting results Time of adjournment Nomination or submission and transcriber s name Time, date, and place of next meeting The chair or an executive officer should review a draft of the minutes before a final copy is produced. Members should receive a copy of the minutes by the next meeting, and a master copy should be maintained in a notebook or flashdrive for the archives after the members have approved the minutes. Below is a suggested format in preparing agendas and minutes: XYZ CLUB MEETING AGENDA/MINUTES Date Place/Location Call to Order: President calls meeting to order. Secretary records the time the meeting begins. Roll Call: Secretary takes roll. Minutes Additions/Corrections/Approval: Secretary reads last meeting's minutes or distribute copies of minutes and dispense with reading. Approval of previous meeting minutes. Committee Reports: Updates on any special or standing committees (activities, publicity, etc.) Officers Reports: President, Vice President, Treasurer, ICC Delegate Old Business: Business handled or discussed at last meeting. New Business: Business that has never been officially discussed with the group before. Advisor s Report: Page 41

42 A time for the advisor to speak. Member Updates: Announcements made by club members. Open Forum: A time for non-agenda items to be discussed (not necessarily official). Adjournment: President ends meeting. Secretary records the time. Running Fun and Effective Meetings Do your members dread attending meetings because they are dull, unproductive, disorganized, and too long? With proper planning and preparation, any meeting can be effective and fun. Organizational meetings have several functions. They give members a chance to discuss and evaluate goals and objectives; keep members informed of current activities; provide a forum for communication and decision-making; and help keep the group cohesive. If the facilitator starts with a careful plan and finishes with a thorough follow-up, the meeting will run itself. The following are some tips to help make your next meeting successful, productive, and even fun. Before the Meeting Define the purpose of the meeting. If you cannot come up with a purpose, do not have it. Develop an agenda with officers and the club advisor. Distribute the agenda and circulate background material, especially lengthy documents or articles, prior to the meeting so members will be prepared, feel involved, and be up-to-date. Start meetings on time and stick to your time limit. Remember, members have other commitments. They will be more likely to attend meetings if you make them productive, predictable, and as focused as possible. Use visual aids for interest, e.g. posters, diagrams, etc. Possibly plan to project a large agenda at the front of the meeting room for members to refer to. During the Meeting Greet members/visitors and make them feel welcome, even late ones when appropriate. Review the agenda and set priorities for the meeting. Stick to the agenda. Encourage group discussion to get all points-of-view and ideas. You will arrive at quality decisions and have motivated members. They will feel that attending meetings is worth their while. Encourage feedback. Ideas, activities, and commitment to the club may improve when members see their impact in the decision-making process. Keep discussion on topic toward an eventual decision. Feel free to ask for only constructive and non-repetitive comments. Tactfully end discussions when they are getting nowhere, becoming destructive or unproductive, and/or getting off the topic. Keep minutes of the meeting for future reference in case a question or problem arises. The leader should be a role model by listening, showing interest, appreciation, and confidence in club members. However, they should also be able to admit their mistakes. Page 42

43 Summarize agreements reached and end the meeting on a unifying or positive note. For example, if number of attendees is fewer than 10, have members share thoughts of things they feel are good or successful or recite a group s creed. Remind club members of date, time, and place for the next meeting. After the Meeting Write up and distribute minutes to club officers within three (3) or four (4) days. Quick action reinforces importance of meetings, reduces error of memory, and prepares minutes for distribution at the next official club meeting. Discuss any problems during the next meeting with other officers; come up with ways improvements can be made. Follow-up on delegation decisions. See that all members understand and carry out their responsibilities. Give recognition and appreciation to excellent and timely progress. Put unfinished business on the agenda for the next meeting. Conduct a periodic evaluation of the meetings. Weak areas can be analyzed and improved for more productive meetings. Publicity Guidelines and Tips What is effective publicity? When done effectively, publicity can: Promote Engage Inform Invite Involve Educate Clarify Excite Effective publicity should have a central theme (i.e. logo, style of lettering, color scheme, graphics). It should also be neat and readable, but most of all creative! On the next page are some sample publicity items. Note how the eye is drawn to these simple, yet eye-catching flyers. Please note that the OCC logo can be utilized on publicity (i.e. flyers, t-shirts, banners) but cannot be changed in any way, shape, or form. For more details, visit the OCC website at Under the About OCC tab, click on Marketing and Public Relations and then click on Logos and Branding. If you have any questions, please contact the OCC Office of Marketing and Public Relations at (714) Page 43

44 What Provides a News Story or News Picture? An event the public would like to know about and/or attend, e.g., a lecture, concert, banquet, play, etc. An event involving a sizable group of people, e.g. an honor, award, scholarship, fellowship, leader at a conference, etc. Something unique, e.g., hot air balloon lift-off, talking robot, etc. Something involving human interest, e.g., mother of ten receives an A.A. degree, student signs movie deal, etc. What To Do When Contacted Directly By The Media You may be contacted directly by a newspaper, photographer, radio or television reporter. If you are the logical person to furnish the information and have the facts, tell him/her what he/she wants to know. If the questions are of a sensitive nature, refer them to the OCC Office of Marketing and Public Relations at (714) Do be friendly, positive, helpful, accurate, etc. Don t ever speak off the record or assume information. Planning for a Special Event, Field Trip, or Fundraiser Planning special events, field trips, or fundraisers for your club can be a fun, educational, and exhausting. It helps to be as organized as possible because a lot of planning is involved. Here are some areas to ponder when planning a special event: Event Purpose: Why are we doing it? What are we trying to accomplish? What are our goals: educational, fundraiser, to build community, to serve, to entertain, to honor? Page 44 Revised: August 26, 2016